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Key Responsibilities and Required Skills for Freight Clerk

💰 $35,000 - $55,000

LogisticsSupply ChainAdministrationTransportation

🎯 Role Definition

As a Freight Clerk, you are the administrative backbone of our logistics and transportation operations. You will be instrumental in coordinating the seamless flow of goods, managing critical documentation, and serving as a key communication link between carriers, customers, and internal departments. This role requires meticulous attention to detail, exceptional organizational skills, and the ability to thrive in a dynamic environment. Your work directly impacts the efficiency, cost-effectiveness, and compliance of our entire supply chain, making you a vital contributor to the company's success.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Warehouse Associate
  • Data Entry Clerk
  • Administrative Assistant

Advancement To:

  • Freight or Logistics Coordinator
  • Logistics Specialist / Analyst
  • Dispatcher or Load Planner

Lateral Moves:

  • Purchasing Assistant
  • Inventory Control Clerk

Core Responsibilities

Primary Functions

  • Prepare, verify, and process a high volume of shipping and receiving documentation, including Bills of Lading (BOL), packing slips, commercial invoices, and customs paperwork.
  • Accurately and efficiently input shipment data, tracking information, and freight charges into the Transportation Management System (TMS) and/or Enterprise Resource Planning (ERP) system.
  • Coordinate with a network of freight carriers, brokers, and forwarders to schedule inbound and outbound shipment pickups and deliveries, ensuring timely transit.
  • Proactively track and trace domestic and international shipments, providing real-time status updates to customers, sales teams, and management.
  • Serve as the primary point of contact for transportation-related inquiries, professionally addressing questions and resolving issues from customers and internal stakeholders.
  • Audit and reconcile freight invoices against negotiated rates and service agreements, identifying and disputing discrepancies to ensure cost control.
  • Investigate and process freight claims for lost, short, or damaged goods, managing the process from initiation through to resolution with carriers.
  • Maintain meticulous and organized digital and physical records of all logistics transactions, including shipment files, carrier contracts, and compliance documents.
  • Ensure all shipping activities adhere to company policies and are in full compliance with transportation regulations (e.g., DOT, IATA, IMDG).
  • Obtain competitive spot quotes from carriers for non-standard shipments, analyzing options to select the most cost-effective and reliable service.
  • Communicate and confirm shipping/receiving schedules and requirements with warehouse personnel to ensure efficient loading and unloading operations.
  • Generate and distribute daily, weekly, and monthly logistics reports, such as on-time performance, freight spend analysis, and shipment volume summaries.
  • Manage the Return Merchandise Authorization (RMA) process by coordinating return shipments and documenting received goods.
  • Verify that quantities and product details of incoming shipments match purchase orders and packing lists, reporting any discrepancies to the purchasing department.
  • Classify freight accurately according to the National Motor Freight Classification (NMFC) standards to ensure correct billing.
  • Assist in routing inbound and outbound freight to optimize for cost, transit time, and service level agreements.
  • Liaise with the customs brokerage partners to provide necessary documentation and information for the smooth clearance of international shipments.
  • Monitor carrier performance against key performance indicators (KPIs) and provide feedback to the logistics management team.
  • Support the accounting department by providing necessary documentation for freight payment and accruals.
  • Respond to proof of delivery (POD) requests in a timely manner.

Secondary Functions

  • Support ad-hoc reporting requests and data compilation for the logistics and management teams.
  • Contribute to continuous process improvement initiatives within the shipping and receiving department to enhance efficiency and reduce costs.
  • Collaborate with warehouse, sales, and purchasing teams to resolve discrepancies, prevent issues, and streamline interdepartmental workflows.
  • Participate in regular team meetings to review performance metrics, discuss operational challenges, and contribute to solution-oriented discussions.

Required Skills & Competencies

Hard Skills (Technical)

  • Transportation Management Systems (TMS): Proven experience operating one or more TMS platforms for data entry, tracking, and reporting.
  • MS Office Proficiency: Advanced skills in Microsoft Excel (VLOOKUP, pivot tables, formulas), Word, and Outlook for data management, reporting, and communication.
  • Data Entry Accuracy: High degree of speed and accuracy in data entry to maintain the integrity of logistics information in our systems.
  • Freight Documentation Knowledge: Strong understanding of key shipping documents, including Bills of Lading (BOL), Packing Slips, and Commercial Invoices.
  • Logistics & Supply Chain Acumen: Familiarity with fundamental logistics concepts, terminology, freight classes, and transportation modes (LTL, FTL, Parcel, Air).
  • ERP System Experience: Experience working within an ERP environment (e.g., SAP, Oracle, NetSuite) is highly advantageous.

Soft Skills

  • Attention to Detail: Meticulous and thorough in all tasks, from data entry to document verification, to prevent costly errors.
  • Communication Skills: Excellent written and verbal communication abilities to clearly and professionally interact with carriers, customers, and colleagues.
  • Problem-Solving: Proactive and resourceful in identifying, investigating, and resolving shipment issues, discrepancies, and delays.
  • Time Management & Organization: Exceptional ability to prioritize a high volume of tasks, manage deadlines, and maintain organized records in a fast-paced setting.
  • Customer Service Orientation: A dedication to providing excellent service and timely, helpful information to both internal and external stakeholders.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's Degree in a relevant field.
  • Certificate in Logistics or Supply Chain Management.

Relevant Fields of Study:

  • Supply Chain Management
  • Logistics & Transportation
  • Business Administration

Experience Requirements

Typical Experience Range: 1-3 years of experience in a logistics, transportation, or administrative role.

Preferred: Direct experience as a Freight Clerk, Logistics Assistant, or Shipping/Receiving Clerk within a manufacturing, distribution, or 3PL environment.

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